AGENDA #10

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Revised Draft of Town Council Goals for 2004

 

DATE:             March 22, 2004

 

 

The purpose of this report is to present for the Council’s review a revised draft of Town Council Goals for 2004, based on comments made during the Council’s review of the first draft on February 23, 2004. The attached materials include:

 

·        Draft 2004 Council Goals and Implementation Plan, revised 3/22/04 (Attachment 1).

·        Summary of Projects Completed, Expected to be Completed in the First Quarter, 2004, or in Regular Operation (Attachment 2);

·        An update on the Council’s 2003 Goals, presented January 15, 2004(Attachment 3); and

·        A summary record of the Council’s planning session (Attachment 4); and

·        Draft minutes of the Council’s discussion on February 23, 2004 (Attachment 5).

 

The attached resolution would adopt the Town Council goals for 2004 and establish a challenging work program for the Council and staff.

 

KEY CHANGES

 

In this revised draft, we have made the following changes:

 

*   Moved the Transit Master Plan project from Second Priority, #21 to First Priority, #5.

*   Added an Elections Financing project in the First Priority category, #16.

*   Added a Transfer of Development Rights project in the Third Priority category, #34.

*   Modified Health Issues Related to Stormwater Retention/Detention, Third Priority category, #36, to move up the schedule.

 

BACKGROUND

 

On January 15, 2004, the Town Council held a planning session to establish goals for 2004 and reviewed the status of implementation of the 2000 Comprehensive Plan. 

 

At the conclusion of the 2004 planning session, the Council requested that the Manager prepare a summary draft report for consideration by the Council (please see Attachments 1 and 2).  The Council asked the Manager to draft a document that reflected the Council’s discussions and suggested priorities, for further review by the Council.  On February 23, 2004, the Council reviewed the first draft of the 2004 Goals, and made suggestions for revisions.

At the planning session, the Council received a report on the status of implementing the Town’s Comprehensive Plan, including a Status Report on 2003 Council Goals (Attachment 3).  The Council reviewed the status of the Comprehensive Plan Action Plan, and developed a list of possible additions to the Action Plan.  A summary of the planning session is contained in Attachment 4.  Draft minutes of the Council’s discussion on February 23, 2004 are contained in Attachment 5.

 

DISCUSSION

 

Proposed Goals

 

Attachment 1 presents the 2004 Council goals with proposed revisions based on the Council’s discussion on February 23, listed in priority categories.  Each goal statement provides a plan for implementation, including a description, the products to be produced, and a timetable for beginning and completing work.  The timetable is generally shown in quarters of the calendar year.  For example, “First Quarter 2004” refers to the time period January through March, 2004.

We categorize each goal as “New,” “Revised,” or “Continued.”

 

For this draft, the proposed changes previously highlighted in red for additions or in strike-through format for deletions now appear as regular text.  New goal statements proposed for addition after the Council’s February 23^rd discussion are shown entirely in red.  Revisions to the document presented on February 23, 2004, are shown in red (or gray shading) with strikethroughs indicating previous material.   

 

Where the timetable has changed on an existing goal that is revised or continued, we indicate any changes using strikethroughs for old material and red inserts (or gray shading) for new material.

 

As last year, we used three priority categories to rank goals: 

 

Highest Priority refers to those projects considered to be the most essential or critical to carry out in the 2004 calendar year. 

 

Second Priority refers to those projects of intermediate ranking that are desired but not as essential or critical. 

 

Third Priority are those projects on last year’s list or mentioned this year that are not proposed for the highest or second priority categories.  Generally these projects are scheduled to begin in 2005 or later.  The list also includes some smaller projects for Council consideration this year.

 

Factors we used to propose an implementation schedule include the Council’s assigned priority level the previous year, consensus statements on specific priorities this year at the 2004 planning session (such as moving a particular goal to the top of a priority list), the amount of staff time required to complete a task, and Council’s discussion on February 23, 2004. The implementation plan emphasizes the highest priorities by scheduling staff work on most of these goals in 2004.

 

The timing of the proposed implementation plan reflects our assessment of what is possible with existing staff resources.  We will appreciate the Council’s direction about any adjustments needed.

 

Completed Goals, Expected to be Completed, or Continued in Regular Operation

 

Attachment 2 contains projects completed over the last year, those expected to be completed in the first quarter of 2004, or those projects now in regular operation.  The goal number corresponds to the 2003 goal number as shown in the January 15, 2004 Update of Council Goals.

 

RECOMMENDATION

 

We recommend the that Council adopt the attached resolution adopting Town Council goals for 2004, reflecting such adjustments as the Council may desire.

 

ATTACHMENTS

 

1.      Draft 2004 Council Goals and Implementation Plan (begin new page 1).

2.      Summary of Projects Completed, Expected to be Completed in the First Quarter, 2004, or in Regular Operation (p. 20).

3.      An update on the Council’s 2003 Goals, as adopted February 24, 2003 (p. 35).

4.      A summary record of the Council’s Planning Session (p. 58).

5.      Draft minutes of February 23, 2004 related to Council Goals (p. 83).

 

 

A RESOLUTION ADOPTING TOWN COUNCIL GOALS FOR 2004 (2004-03-22/R-17)

 

WHEREAS, the Town Council developed a list of proposed goals and priorities for 2004 at the Council’s January 15, 2004 Planning Session, using the Comprehensive Plan Action Plan as a basis; and discussed a proposed set of goals on February 23, 2004; and

 

WHEREAS, the Council desires to integrate the implementation of the Comprehensive Plan into its quarterly review of progress;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council adopts the 2004 Council Goals and Implementation Plan as described in Attachment 1 of this memorandum.

                                                                       

This the 22^rd day of March, 2004.